Service

Maintenance Schedules

36 viewsUpdated 21 June 2026

Maintenance schedules automate preventive service by creating service jobs when equipment reaches time or usage thresholds. Regular maintenance extends equipment life and prevents costly breakdowns during rentals.

Types of Maintenance Triggers

Trigger	How It Works
Calendar-based	Every X days/weeks/months
Usage-based	Every X hours of operation
Rental-based	After every X rentals
Return-based	After every return (inspection)

Creating a Maintenance Schedule

Go to Service → Schedules

Click "New Schedule"

Select trigger type

Configure schedule details

Assign to equipment

Save

Schedule Configuration

✓ Required

Schedule name

Trigger type and interval

Service type to create

○ Optional

Default technician

Service checklist

Parts typically needed

Estimated duration

Calendar-Based Schedules

Set maintenance to occur on a fixed interval:

Select "Calendar" trigger

Set interval: Days, weeks, or months

Set start date — When to begin counting

Example: "Service every 6 months"

💡

Tip: Calendar schedules work well for equipment that ages regardless of use — things with rubber seals, batteries, or calibration needs.

Usage-Based Schedules

Trigger maintenance based on hours of operation:

Select "Usage" trigger

Set hours threshold

Configure how hours are tracked

Example: "Service every 250 hours"

This requires either:

Equipment with built-in hour meters

Manual hour logging at returns

Rental-Based Schedules

Service after a number of rentals:

Select "Rental Count" trigger

Set rental threshold

Example: "Service every 10 rentals"

Good for equipment that wears based on use cycles rather than time.

Applying Schedules to Equipment

Individual Assignment

Open equipment item

Go to Maintenance tab

Click "Add Schedule"

Select schedule

Set last service date (to calculate next due)

Category Assignment

Open category settings

Add default maintenance schedule

All items in category inherit the schedule

Category assignment ensures new equipment automatically gets appropriate schedules.

Maintenance Alerts

CloudRent Pro alerts you when maintenance is due:

Dashboard widget — "Maintenance Due" count

Equipment list — Flag on items due

Notification — Daily digest of due maintenance

Advance Warning

Configure warning period:

Go to Settings → Service → Maintenance

Set "Warning Days" (e.g., 7 days before)

Equipment shows as "Due Soon" before the due date.

Auto-Create Service Jobs

Let schedules create jobs automatically:

Edit the schedule

Enable "Auto-create service job"

Set lead time (how early to create)

Jobs are created automatically when thresholds are reached.

Viewing Upcoming Maintenance

Go to Service → Schedules

Click "Upcoming" tab

See all equipment with upcoming due dates

Filter by:

Due this week

Due this month

Overdue

By category

Compliance Schedules

For regulatory requirements:

Create schedule matching compliance interval

Mark as "Compliance" type

Equipment blocked from rent if overdue

⚠️

Warning: Compliance-marked schedules can block equipment from being rented when overdue. Use this for safety-critical inspections.

Tips for Maintenance Schedules

📝 Follow Manufacturer Guidelines

Set schedules based on manufacturer service intervals.

💰 Balance Cost and Risk

More maintenance costs money. Less maintenance risks breakdowns.

📂 Review Periodically

Adjust schedules based on actual equipment performance and failure patterns.

🎯 Track Compliance

Use reports to ensure all maintenance is being completed on schedule.